How to organize a restaurant open day

A restaurant open day needs more than a prepared menu. Visitors should know when to arrive, where to go and what they can safely eat, while the team needs a workable order for setup, service and clearing away. Start with the date and program, then manage registrations and dietary requirements before arranging food, furniture and equipment. On the day, allow time for the entrance, buffet, coffee station, bar and a sound check before the first guest arrives.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Send invitations
2 people
3
Register sign-ups
4
Collect dietary requirements
5
Make reservations
6
Print the visitor list
7
Prepare the allergen list
2 people
8
Print menus
9
Do the shopping
2 people
10
Check fresh produce
2 people
11
Chill drinks
2 people
12
Check tableware
2 people
13
Set up tables and chairs
3 people
14
Set up buffet tables
2 people
15
Set up the entrance
2 people
16
Hang decorations
2 people
17
Place route signs
18
Lay out menus
2 people
19
Set up coffee station
2 people
20
Set up bar stock
2 people
21
Prepare snacks
3 people
22
Finish buffet dishes
3 people
23
Place allergen labels
24
Lay out crockery and cutlery
2 people
25
Test sound system
26
Brief the team
3 people

Event

27
Welcome visitors
3 people
28
Keep track of the visitor list
29
Give a restaurant tour
2 people
30
Explain the dishes
2 people
31
Serve snacks
3 people
32
Serve drinks
2 people
33
Refill drinks
2 people
34
Refill buffet
2 people
35
Collect tableware
2 people
36
Clear tables during the event
2 people
37
Check toilets
38
Empty trash bins
39
Thank visitors
2 people

Aftercare

40
Tear down the buffet
3 people
41
Remove decorations
2 people
42
Wash dishes
3 people
43
Clean the kitchen
3 people
44
Clean the room
2 people
45
Clean the restrooms
46
Dispose of waste
2 people
47
Check materials
2 people
48
Return borrowed materials
2 people
49
Store leftovers safely
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Dinner platesqty 80
Dessert platesqty 80
Glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Coolersqty 3
Hot traysqty 4
Wireless microphone
Speakersqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 10
Flower arrangementsqty 8
Buntingqty 6
Balloonsqty 50
Balloon pump
Name badgesqty 80
Menusqty 20
Allergen cardsqty 20
Directional signsqty 6

Cleaning

Waste binsqty 6
Mop setsqty 2
Bucketsqty 3
Dish brushesqty 4

Lighting

LED string lightsqty 4

Catering

Groceries

Tips

Set the program before sending invitations, including arrival times, menu moments and any presentation or tasting. Close registrations early enough to print the visitor list and follow up on missing dietary information.
Treat dietary requirements as a separate preparation step. Prepare the allergen list and labels before food is served, and keep menus, labels and serving utensils matched to the correct dishes.
Plan the room from the visitor’s route: entrance first, clothing rack and name badges next, then tables, buffet, drinks and coffee. Leave clear walking space so queues do not block the entrance or service area.
Finish the physical setup before the kitchen’s final food preparations. Tables, chairs, buffet tables, tablecloths, crockery and cutlery can be placed first; fresh produce and hot dishes should be checked closer to opening.
Allow at least 30 minutes before arrival for final checks. Chill drinks, test the microphone and speakers, confirm route signs, check the coffee machines and make sure extension cords cannot become trip hazards.

Frequently asked questions

How far in advance should I plan a restaurant open day?: Set the date and program at least 4 to 6 weeks ahead. Send invitations soon after, then keep the final week for registrations, dietary requirements, reservations and printing the visitor list.
When should I ask guests about allergies?: Ask for dietary requirements when guests register, ideally no later than 7 days before the open day. Use the final list to prepare the allergen information and labels before the buffet is finished.
How early should the restaurant be set up before guests arrive?: Start room setup at least 3 hours before opening if you need tables, chairs, buffet tables and signs. Reserve the final 30 minutes for fresh food, chilled drinks, coffee, sound and entrance checks.
How much tableware do I need for a restaurant open day?: Count one complete place setting per expected visitor, then add about 10% spare plates, glasses and cutlery. Include separate counts for dinner plates, dessert plates and coffee cups so a busy service does not run short.

Start this plan in Lizzt

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